Business Information Systems BT2003 The DreamHome Case...

Business Information Systems

BT2003

The DreamHome Case Study

Student: Terence Smith G20109733

Lecturer: Mr. S Jackson

BT2003 Dreamhome Contents

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Contents Contents ....................................................................................................................................... 2 Introduction.................................................................................................................................. 2 Technical Requirements............................................................................................................... 2 Starting......................................................................................................................................... 3 Structure....................................................................................................................................... 4 Reports ......................................................................................................................................... 5 System Maintenance .................................................................................................................... 6

Branch Details...................................................................................................................... 7 Staff Details ......................................................................................................................... 7 Property for Rent.................................................................................................................. 8 Owner Details ...................................................................................................................... 8 Renter Details....................................................................................................................... 9 Lease Details ...................................................................................................................... 10 Advertisement Details........................................................................................................ 10 Newspaper Details ............................................................................................................. 10 Viewing Details ................................................................................................................. 11 Inspection Details............................................................................................................... 12

Enquiries Submenu .................................................................................................................... 13

Introduction This report covers the user instructions for the database DREAMHOME. The section is designed for an employee within the estate agents Dreamhome.

Technical Requirements The system requires a computer capable of running Microsoft Office 2002. DREAMHOME was developed using Microsoft Access 2002 and must be included in the installed package.

BT2003 Dreamhome Starting

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Starting After first turning on the computer you will be presented with the local desktop. On the desktop the following icon will be displayed.

DreamHome.mdb.lnk (fig.1)

Clicking on this icon will open the Dreamhome package. You will be presented with this screen. (fig 2.)

(fig 2)

This is the main menu from which all functions are available. As the diagram shows, there are three areas.

1. Reports Submenu 2. System Maintenance 3. Enquiries Submenu

The structure and layout of the programme is as follows.

BT2003 Dreamhome Structure

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Structure

(fig 3)

Enquiries

Main Menu

Reports Maintenance

Property managed by staff

Property / Renter requirements

Adverts for properties

Adverts in newspapers

Comments on properties

Lease agreements

Inspections

Staff member at each branch

Supervisors at each branch

Properties at each branch

Renters at each branch

Branch

Staff

Owners

Renter

Lease

Advertisements

Newspapers

Viewing

Inspection

Properties

Return

Return

Return

BT2003 Dreamhome Reports

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Reports Clicking on the Reports Submenu

button opens a second level menu

(fig 4) containing a number of

reports.

To get back to the main menu from

any of the submenus, click on the

‘Return to Main Menu’ button.

(fig 4) Four reports are available by clicking on the buttons on the left of the screen. An example page

showing the report generated by choosing report three is displayed here. (fig 5)

. (fig 5)

BT2003 Dreamhome System Maintenance

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System Maintenance

The second submenu available

from the main menu is the

System Maintenance menu.

Clicking on one of the buttons

opens a form relevant to the

button label where you are able

to enter all the details required by

the system. Example screens

follow.

(fig 6) All the screens in this section operate in the same way. In the header section there are a

number of buttons as shown here.


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Branch Details This screen (fig 7) is

used to enter details of

any branch of

DreamHome. Details

are filled in simply by

clicking on the new record button and entering the information in the text (fig 7)

areas on screen.

The form can also be used to recall records of branches already created. Click on the down

arrow under [Branch Search] on the right hand side of the screen to see a list of all branch

numbers along with the city or town in which the branch is situated. Select one of the branches

and the full details will be displayed in the form to the left. Once displayed, all details can be

edited.

Staff Details All details of the staff

are entered through this

form (fig 8). Two drop-

down menus are located

under [Employee

Search]. The first

search option is staff number and the second is staff name. To assist in (fig 8)

locating the correct staff member both surname and first name are displayed under staff name.

The screen is divided into personal and employment details.


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Property for Rent The form shown here is

split into four sections.

The details of the

property itself are all

together at the top left

hand side of the screen.

The top right hand

panel holds the branch

information to which the property is allocated. The staff member responsible (fig 9)

for the property is held in the lower left hand panel while information on the owner of the

property is detailed in the lower right hand panel.

Data can be entered into the [Property Details] and [Staff Responsible] sections but not into the

remaining sections. These are provided for information only and are locked. To change

ownership or branch details, the correct form must be used.

Owner Details The Owner Details form allows details of both owners and their properties to be entered. This

form has three purposes.

1. Entering new owners. To enter a new owner, click on the add record button

on the button bar. Ownership details can be added in the top left part of the

form. Once completed the owner’s property is entered in the form across the

bottom of the screen.

2. Looking up existing owners. The top right hand section of the form contains a

drop down box labeled [Owner name]. Clicking on this box lists all owners in

alphabetical surname order. Selecting an owner will display all information

regarding that owner.


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3. Adding new properties. If an owner adds a new property to his/her portfolio,

the property will be added here. Use the drop down box to display the

relevant owner and click in the PropertyID field adjacent to the * under

[Properties Owned]. Details can then be added using the TAB key to advance

across the fields.

(fig 10)

Renter Details This form works in the

same way as the other

forms. Details of the

renter are entered in the

top left hand section

with the preferences of

the renter in the lower

left hand side. Under [Renter Search] is a drop down box listing the renter (fig 11)

by name. Using this feature recalls particular renter details which can then be edited.


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Lease Details Continuing the theme,

the [Lease Details]

form follows the same

format as other forms.

Use the [Add Record]

button to start recording

a new lease. Enter the details of a lease taken out in the left hand (fig 12)

section. The right hand section holds the property details to which the lease appertains.

Advertisement Details The [Advertisement

Details] form is used to

enter details of

advertisements placed

in newspapers. All fields can be duplicated except the Advert No. which (fig 13)

has to be unique. Add and delete records using the buttons on the button bar.

Newspaper Details The [Newspaper

Details] form is used to

record details of the

newspapers used by

DreamHome when

advertising properties for let. All information is entered into the left (fig 14)

hand panel. The right hand panel under [Newspaper Search] contains a drop down box which


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lists the newspapers stored in the data base. This can be used to recall information on

newspapers if details need to be changed. i.e. new contacts. As new publications are added to

the database the drop down list will automatically expand to accommodate the added

newspapers.

Viewing Details The [Viewing Details] form is similar in construction to the [Owner Details] form. It is used to

record details of viewings carried out at a specific property. There are three ways in which this

form can be used.

1. New properties can be created by clicking the [Add] button and details entered

into the form.

2. Existing details can be recalled by using the drop down box under [Property

Search]. Choosing a property here will recall both the property details along

with information on the viewings previously carried out. These show in the

table at the bottom of the screen.

3. Viewing details are added by recalling the property, as in point two, and

clicking the RenterID field next to the *. Use the [TAB] key to move across

the form.

(fig 15)


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Inspection Details The [Inspection Details] form is used to record details of inspections carried out at a specific

property. There are three ways in which this form can be used.

1. New properties can be created by clicking the [Add] button and details entered

into the form.

2. Existing details can be recalled by using the drop down box under [Property].

Choosing a property here will recall both the property details along with

information on the inspections previously carried out. These show in the table

at the bottom of the screen.

3. Inspection details are added by recalling the property, as in point two, and

clicking the StaffID field next to the *. Use the [TAB] key to move across

the form.

(fig 16)

BT2003 Dreamhome Enquiries Submenu

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Enquiries Submenu

The third submenu available

from the main menu is the

Enquiries Submenu. Clicking on

one of the buttons opens a report

relevant to the button label. Most

of the enquiries will open one or

two [Enter Parameter Values]

boxes. In the box a question

relevant to the enquiry will be

displayed.

(fig 17)

In the example shown here (fig 18), the enquiry is asking ‘how

many rooms’ and refers to [Enquiry 2]. By entering a specific

number - say 5 - the enquiry will list all properties with five rooms

available for rent.

(fig 18)

(fig 19)

BT2003 Dreamhome Enquiries Submenu

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Parameters required by the enquiries are: 1. Enquiry 1 Properties managed by staff. Enter staff surname 2. Enquiry 2 Properties by renter requirement Enter number of rooms

Enter type of accommodation 3. Enquiry 3 Adverts for specific properties Enter property number 4. Enquiry 4 Adverts in specific newspapers Enter newspaper name 5. Enquiry 5 Comments on specific properties Enter property number 6. Enquiry 6 Lease agreements on properties Enter property number 7. Enquiry 7 Inspections for specific properties Enter property number

Business Information Systems BT2003 The DreamHome Case...

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